Video Conference Call Etiquette
Video conferencing makes it easy to host sales meetings, training courses and other events online. Whether you're meeting one-on-one or with a large gathering, this popular tool provides a viable alternative to meetings. But what are the dos and don'ts of video conferencing? Video conference etiquette helps ensure that these meetings are efficient, valuable and positive for all participants.
Here's how to have the best possible video conference call:
The most important principle behind video conferencing is being aware of others on the call. As you prepare for and participate in a video conference, consider how other participants experience the call. Remember to be polite, thoughtful and engaging.
For best results, follow these communication tips:
- Sound: Make it easy for other people to hear you. Before getting started, ask everyone if they can hear you clearly. When you're not speaking, it's a good idea to mute your microphone, so it doesn't pick up and amplify background noise in your environment.
- Visuals: Your screen, visual displays, camera feed and other visual information you share with other participants should be clear and easy to see. Use high-quality lighting, and consider how your camera is positioned.
- Files and data: If access to specific files is important for the call, try to share these with other participants beforehand if possible. You may be able to share information during the call, but keep in mind that it may be distracting or difficult in some cases for others to use files while talking with you. Double-check that everyone has the materials and access they need.
Increase Video Conference Efficiency
Setting standards for your video conference in real life helps you have a more organized and successful experience. Here are a few ideas to make your video conferences more efficient:
- Create an outline or agenda: Plan your meeting. If nothing else, create a simple outline with a basic agenda and share it with the other participants, so they know what to expect.
- Answer questions: Create a specific time for answering questions. Usually, this is at the end of the meeting. You can also break up a long, complex meeting into sections and end each section with a question and answer period.
- Be mindful of time: Some participants may not have time after the meeting, so keep your promises about meeting length, even if it's a conference call.
- Dress professionally: You may be working remotely, but it's still a good idea to dress well for the call. If yoga pants aren't part of your organization's dress code and aren't appropriate to your workplace, for example, then resist the urge to wear them to a meeting, even if you think the others won't notice.
- Over-prepare: If you're leading the meeting, over-preparing for it can help you feel more confident.
Have Better Conference Calls
Etiquette shows you how to behave during the call and prepares you for the unexpected by giving you the tools and strategies you need for a great conference call. When video conferencing, following these tips may help you feel more confident and prepared.
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